Facilitator

Position Description: FACILITATOR

There are a number of distinct areas of responsibility for this position.

1. General Responsibility

Ensure that SWAN in all its undertakings - Committee of management and all associated roles e.g. financial and administrative management, membership meetings, and required reporting and public involvement - fulfils all accountabilities and does so within the articulated values of SWAN.

Point of contact for media, public comment, negotiation e.g. space, signing of funding submissions and reports where required.

The “support of Committee of Administration and Management “ part of the Facilitator’s role is to ensure and support other members to undertake their role.

2. Committee of Management meeting facilitation

The role of the Facilitator is to ensure that meetings are fair and respectful, and in line with the constitution and values of SWAN.

Work with meeting secretary to develop the agenda

Ensure a quorum is met

Welcome and introduce guests

Keep to timeline

Prioritize and adhere to the agenda

Facilitate discussion and encourage participation

Make sure all opinions are heard

Reflect, clarify and summarise discussion

Assist the secretary by making sure they have time to take clear minutes and that decisions are clearly identified

Minimize and control conflict

Call for votes where applicable.

3. Sunday Membership Meeting facilitation

The SWAN Facilitator hosts the membership meeting, and is also responsible for opening and closing down the venue e.g. ensuring the venue is clean, that all doors are locked and the alarm is activated.

Prior to the meeting

Check the running sheet

Source information for the share table and for information sharing

Check on other members – see if they are set for the meeting

At the meeting

Work with the committee members to set up the venue, and achieve the tasks required e.g. audio, food, etc. Assist to set the room as required – see floor plan in Facilitator’s Folder.

Set up the speaker’s table with tablecloth etc

Set up the Rememberance /Acknowledgement candle If required

Set up flowers and gifts for speaker

Follow the running sheet for the meeting. A laminated running sheet for the AGM and general meetings is kept in the Facilitator's Folder in the Facilitator’s case. You may need a notepad to make notes about specific issues.

Assist with break down tasks. Check all Committee members are ok, ask general members to assist them with tasks if necessary etc. The Speaker Coordinator is responsible for greeting the speaker when they arrive, however the Facilitator should make a point of connecting.

End of the meeting

Reset the room. Collect all material from the share table to distribute at the next meeting

Make sure all doors are closed and locked.

Secure and the building

4. Extra Tasks:

Meeting space Administration Meeting.

Contact the Mornington Library to book meeting time for the Committee on a bi-monthly basis

Meeting space for Sunday Membership Meetings.

Contact Council annually in early January to request the meeting space in Mornington.

This cannot be done earlier simply because the electronic booking system is not available until the new year. Contact person details are available.

Flowers.

Write or visit the generous florist that provides our beautiful flowers, at the beginning of each year, noting all meeting dates and requesting ongoing assistance for the year. Remind by phone 3 days before the meeting. Arrange for the pick -up of flowers on the day of the meeting.